Banquet & Office Assistant

Job Description

Job Description

Position Overview:

The Banquet & Office Assistant works closely with the Director of Sales & Events, Office Manager, and Controller to support banquet operations and daily administrative functions throughout the Club. This role assists with the planning, coordination, and execution of private events, tournaments, and banquets while also providing support with billing, accounts payable data entry, member communications, and general office administration. The position serves as a key liaison between departments to help ensure seamless event execution and efficient day-to-day operations. This opportunity is ideal for an organized, detail-oriented individual who enjoys a blend of event coordination, administrative work, and member and guest interaction.

Key Responsibilities:

Event & Banquet Support:

• Assist the Director of Sales & Events with the planning, coordination, and execution of private events, banquets, tournaments, and member functions.
• Support event preparation through guest count management, seating charts, signage, menus, timelines, and other event materials.
• Coordinate with Food & Beverage, Golf Operations, and other departments to help ensure events are executed seamlessly and according to plan.
• Provide day-of-event support including event setup, registration and check-in, guest assistance, room readiness, and coordination with service staff.
• Serve as a visible and professional presence during events, helping to address member and guest needs while supporting operational teams.
• Assist with event follow-up, billing support, and administrative tasks related to banquet and event operations.
• Help maintain accurate event records, calendars, RSVPs, confirmations, and communication materials.

Member Relations & Communication:

• Assist in preparing, formatting, and distributing club communications, including weekly emails, event announcements, dining promotions, tournament information, and special notices.
• Manage routine updates to the Club's website and communication platforms to ensure timely and accurate information regarding events, dining, golf activities, and club operations.
• Work closely with department heads to gather content and maintain a consistent flow of member communications throughout the year.
• Assist with event registrations, reservations, inquiries, and special requests.
• Support new member onboarding and help maintain accurate membership records.
• Serve as a warm and professional point of contact for members and guests in person, over the phone, and via email.
• Assist with maintaining member databases, mailing lists, and communication records.

Office & Administrative Support:

• Assist the Office Manager and Controller with daily administrative operations and office functions.
• Enter vendor invoices and accounts payable information accurately and timely within the Club's accounting system.
• Assist with invoice coding, filing, and maintaining organized financial records.
• Support membership and office administration tasks, including correspondence, record maintenance, and document preparation.
• Process incoming and outgoing mail and maintain organized digital and physical filing systems.
• Monitor office supply inventory and coordinate orders with vendors as needed.
• Provide administrative support to various departments as assigned.

Qualifications:

• Prior experience in hospitality, event coordination, customer service, office administration, or private club operations preferred.
• Strong communication and interpersonal skills with a hospitality-focused, member-service mindset.
• Highly organized with the ability to manage multiple priorities in a fast-paced environment.
• Proficient with Microsoft Office and comfortable with data entry and administrative tasks.
• Experience with club management software such as Northstar, Jonas, ClubEssential, or similar platforms is a plus.
• Positive attitude, professional appearance, and a willingness to work collaboratively across departments.
• Ability to work independently while maintaining attention to detail and a high standard of service.

Schedule & Compensation:

• Full-time position with primarily weekday hours; evening and weekend availability required to support club events and banquets.
• Competitive compensation based on experience.
• Benefits include health insurance, paid time off, employee meals, and club-use privileges.

How to Apply?

Please submit your résumé and a brief cover letter to:

Mark Nowosielski
General Manager
[email protected]